Position Overview:

Join a premier Luxury Travel Agency as an Assistant Travel Coordinator in this full-time (40 hours per week), 100% remote role. You'll play a key part in crafting customized vacations, managing an expanding client base, and ensuring every trip detail is flawlessly executed. This role requires a deep respect for confidentiality, given the access to sensitive client information. The ideal candidate is someone who can easily adapt to changes, understands the 'big picture' with minimal guidance, and excels at multitasking while maintaining meticulous attention to detail.

As the Assistant Travel Coordinator, your diverse responsibilities will include: 

Axus Travel App:

• Prepare itinerary documents using the company’s software, adhering to specific formatting guidelines.
• Conduct destination research for itineraries requiring additional insight.
• Organize and maintain the Library within Axus, ensuring resources are up-to-date and accessible.

TravelJoy:

• Assist with data entry and collect client information, such as passports and personal details.
• Manage tasks and follow-ups within the platform.

TripSuite:

• Input client data and assist in building trip itineraries.
• Update trip components as they are booked.

Client Calls:

• Participate in select client calls, take notes, and provide detailed recaps for internal use.
• Draft RFPs (Request for Proposals) to supplier partners.

Client Concierge Requests:

• Handle client concierge requests, including dining reservations, spa appointments, and personalized tours or experiences.

Hotel-Only Bookings:

• Assist with quoting and booking hotel-only accommodations.

Travel Coordination and Support:

• Verify frequent flyer numbers, Global Entry details, and other client-specific travel information.
• Confirm visa requirements and monitor passport expiration dates.
• Coordinate travel insurance quotes and manage bookings for additional activities (e.g., transfers, museum entries, special events).
• Communicate VIP requests and special client needs to hotels and service providers.

Administrative Support:

• Organize and manage documents within cloud storage (e.g., Google Drive).
• Schedule and coordinate meetings, discovery calls, and other appointments.
• Maintain shared calendars for important dates (e.g., client birthdays, passport expirations).
• Assist with drafting and proofreading communications.
• Provide general administrative support, including email management and special projects.

Requirements:

• Strong, reliable internet connection.
• Advanced level of English proficiency.
• Highly detail-oriented with excellent organizational and time management skills.
• Minimum 1-2 years of proven experience in the Tourism or Hospitality industry or in a similar support role.
• Exceptional communication skills, both written and verbal, with a sharp eye for detail and strong proofreading abilities.
• Professional and courteous interaction with clients and supplier partners, comfortable engaging with various personality types, and composed under pressure.
• Ability to prioritize tasks, manage multiple projects simultaneously, and use logical problem-solving skills.
• Proficient in Microsoft Office programs, particularly Excel and Word.
• Proficiency in using various productivity tools such as Microsoft 365, Google Suite, and Project Management tools.
• Demonstrated ability to handle confidential and sensitive information with professionalism and discretion.
• Strong problem-solving skills and the ability to adapt to changing priorities.
• Self-motivated and proactive, able to work independently and as part of a team.
• Proficiency in utilizing CRM tools and travel software such as AXUS, Travel Joy, TripSuite, or SABRE is a plus but not required